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Graduate Medical Education Overview

Program Letters of Agreement (PLAs) and Rotation Agreements (RAs)

Program Letters of Agreements (PLAs) and External Rotation Agreements (RAs) are defined by the ACGME as, “written documents that address GME responsibilities between an individual accredited program and a site other than the sponsoring institution.” As the sponsoring institution, the University of Florida College of Medicine – Gainesville, FL, has a different governing board than clinical sites, requiring PLAs for accredited program rotations.

All PLAs must have rotation goals and objectives attached using this Rotation Goals and Objectives Template updated 1/19/2025. See a completed goals and objectives example and guidelines on how to complete them. Submit goals and objectives in a Word document.

Read below to select which PLA/RA template to choose. Scroll down for templates. Learn more about the PLA/RA process.

For questions, email DOCOM-GME-PLA@ufl.edu.

PLA Portal: Please submit all new PLA and RA requests with documentation here.

Types of Information needed to submit through the PLA portal link above.

TEMPLATES

A. UF residents/fellows rotating at sites WITH a Master Affiliation Agreement (PLAs)

If you have UF resident/fellow rotations at the participating sites with a MAA listed below, use one of these two templates:

  • MAA PLA Template (all MAA sites EXCEPT VA & Shands Teaching Hospital and Clinics, Inc., UF Health Shands Hospital (Gainesville))
  • VA MAA PLA Template (only NF/SG VA)
  • ***NEW*** No PLA is needed for UF Gainesville residents/fellows rotating at Shands Teaching Hospital and Clinics, Inc., UF Health Shands Hospital (Gainesville) – updated 4/18/2025

NOTE: Use the PLA Portal to submit the completed PLA (including printed names, but without signatures), goals and objectives, all email addresses for everyone required to sign the PLA and other requested information to the GME Office so the GME Office may submit the PLA to UF Legal for review prior to routing the PLA via DocuSign for signatures.

Participating Sites with a Master Affiliation Agreement (MAA)

  • Central Florida Health, Inc. (UF Health Leesburg Hospital and UF Health The Villages)
  • Department of Veterans Affairs — North Florida/South Georgia Veterans Health System (includes Gainesville, Lake City and other NF/SG VA regional sites)
  • Naval Hospital — Jacksonville, FL
  • Navy Medicine Readiness and Training Command — Jacksonville, FL
  • Sacred Heart Health System, Inc. (Ascension Sacred Heart Pensacola – ASHP)
  • Sacred Heart Health System, Inc. (Ascension Sacred Heart Emerald Coast – ASHEC)
  • Select Specialty Hospital — Gainesville, LLC
  • Shands Teaching Hospital and Clinics, Inc., Shands Jacksonville Medical Center, Inc.
  • State of Florida, Department of Health, Lake County Health Department
  • State of Florida, Department of Health, Marion County Health Department

B. UF residents/fellows rotating at sites WITHOUT a Master Affiliation Agreement (RAs)

Please use the following templates:

Request the other organization’s W9 form to obtain their legal name and address to submit with other documentation using the PLA Portal.

If the PLA is for an international rotation, please check with the GME office before proceeding. Note that international sites do not have a W9.

C. NON-UF or Visiting Residents/Fellows (includes UF Jacksonville and Ascension Sacred Heart) experiences/rotations at programs sponsored through the University of Florida College of Medicine – Gainesville, FL: (RAs)

1. Use one of the following templates depending on the situation (submit completed template without signatures and other documentation through PLA portal) and goals and objectives:

2. Request the other organization’s W9 form to obtain their legal name and address to submit with other documentation using the PLA Portal.

3. Courtesy Housestaff Checklist link– See listed item under Checklists heading on Resident Checklist page (follow directions on linked website)

4. Log into New Innovations: Resources: More: Intranet Tab: Find “Demographics Required for Manual Entry of External Rotator” link (can also access through NI)

5. ID Proofing – email completed form to DOCOM-UFGME-NI@ad.ufl.edu so it can be uploaded to New Innovations.

Tips

  • Request their W9 form to obtain legal name and address. If international site, no W9, but will need other documentation for legal name and address.
  • Legal Entity “Institution” name must be used, see “Resources” section below for assistance, if W9 is not available.

Resources

Use the links below to assist in completing agreement forms

Look up legal entity of non-governmental institutional names:

Requesting Self Insurance Program (SIP) estimates and payment information for visiting residents/fellows from other institutions:

  • Contact: Self Insurance Program Estimate Request
    Please note “Estimate Request” in the subject line of the email. The specialty and rotation dates are required for the estimate and also note them in your request. Please enter the estimate amount received in the designated fillable section of the template.
  • SIP Payments (check or money order, payable to UF Self Insurance Program) should be sent to:
    UF JHMHC Self-Insurance Program
    Attn: Insurance Services
    P.O. Box 112735
    Gainesville, FL 32611-2735

For More Information

For any additional questions, please contact us at DOCOM-GME-PLA@ufl.edu, Lori Ackley Thomas at (352-594-3970) or ackley.lori@ufl.edu or Lynne Meyer at (352-594-6226) or lynnemeyer@ufl.edu.

This page was last updated on April 18, 2025.